Follow Up Verbal Warning

As an employer, issuing a written warning is a way to document an employee's problematic behavior in the workplace and the potential consequences if they don't improve. This can help the employee understand the seriousness of their actions and encourage them to change their ways.

What is the purpose of an employee's written warning letter?

When you noticed that an employee is not respecting the procedures and rules prescribed by the company for their staff while carrying out their duties at the workplace, it's important to give a verbal and written warning. More specifically, when you find staff in violation of guidelines for the employees at work handbook, which was handed over to you during their onboarding procedure, they need to be properly informed and it must be registered in your HR systems.

Guidelines for writing a warning letter to your employees:

• Determine the reason for writing the warning. There will be an outcome for your warning, either you want to improve the employee's behavior or are you paving the groundwork for termination.
• Discuss the situation with others at the management level so you can get some useful insights. Determine who will actually write the letter and who will deliver it.
• You wrote a warning that could become a legal document, so you should always use formal guidelines. This will ensure that your written warnings are taken seriously and have the desired effect.
• Violating company policy can lead to termination of employment. If you have an employee handbook, copy the policy or policies the employee broke and include it in your warning letter.
• Make sure to include all of the important details in your description of the incident, including when it happened, what transpired, and who was involved. This will help ensure that your account is convincing and persuasive.

How serious is a written warning at work? 

It is important to take warnings from your supervisor seriously. A warning is not the same as being chewed out - it is an early step in the termination process. If you receive a warning, both your supervisor and human resources will be involved. This is not a situation to be taken lightly.

Dear Sir/Madam {{Name}},

Please be advised that this letter serves as a written follow-up to the oral warring you received on {{DATE}} as a result of your {{STATE PERFORMANCE AND/OR CONDUCT ISSUE(S) DISCUSSED WITH THE EMPLOYEE}}. {{DETAIL THE TIMES, PLACES, AND OTHER PERTINENT FACTS CONCERNING THE PERFORMANCE AND/OR CONDUCT ISSUE(S).}} {{INCLUDE ANY EXPECTATIONS, CORRECTIVE ACTION, IMPROVEMENT PLANS, AND/OR TIMEFRAMES FOR IMPROVEMENT DISCUSSED WITH THE EMPLOYEE.}}

I am confident that you can correct the issue(s) addressed above and that there will be no further issues of this nature in the future. However, note that should further issues in this area arise, further disciplinary action may be taken, up to and including dismissal.  

Please let me know if you have any questions.

Yours sincerely,

{{Signature}}

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